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Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

New Member
Posts: 25
Country: USA

Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

Using ACT! 2011 Pro - 3 users. One user syncs calendar to Outlook and has a smart phone that syncs to Outlook.

Their sync preferences are set to Keep the OL activity when an activity has been updated and to Delete the activity from OL when an activity is cleared in ACT.

 

It seems that when she clears (tags as done) an occurence of a meeting in ACT that the next sync duplicates the entry in OL and in ACT also. Ended up with 3 of the same entry in future occurences and 2 of the same entry in the occurence she had cleared.

 

It's like the entry is OL but not ACT so it adds it to ACT again, not connecting the dots that it is in ACT, just cleared.

 

Doesn't seem to be consistent from one recurring to another, though I'm not able to get hands on to test or try to recreate myself.

 

Anyone else having this issue? Is there perfect set of preference settngs to avoid this?

 

The recurrings do have an end date set.

She doesn't really use Outlook for her calendar, just her phone and ACT.

In Email settings screen 7, we had it set to Edit and create activity for "You can create an ACT activity when you accept a meeting invitation in OL". I have had her change it to none, but she hasn't cleared another activity since to see if that will make a difference.

Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

The Outlook sync is not supposed to be used to sync to a phone ... doing so will cause these types of issues.
New Member
Posts: 25
Country: USA

Re: Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

What? This makes no sense to me. Folks sync their Outlook to Blackberry's and smartphones all day long.

Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

It can seem to work fine for some time, but small changes in Outlook and it will start to duplicate. It's why there is a warning against using it to sync to something else when setting it up
New Member
Posts: 25
Country: USA

Re: Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

hmmm.. So even though the only changes ever made are through the ACT calendar, you are saying the fact that OL is syncing with a phone that the ACT sync has issues?

 

And no one has figured out exactly what the code is doing to trick ACT into not duplicating?

Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

The issue is that Outlook can, from time to time, change the item ID that is used to identify records ... then the software can't tell that it's the same or not.

For mobile phone access, Handheld Contact avoids this because it uses it has its own database on the phone
Bronze Elite Contributor
Posts: 2,545
Country: New_Zealand

Re: Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

Mike,

 

Quote: " The issue is that Outlook can, from time to time, change the item ID that is used to identify records ... then the software can't tell that it's the same or not."

 

Can you offer more information or a reference to  how Outlook changes ID of items. Is that calendar or contact or both?
Are the changes an Outlook issue or Exchange?  

Graeme Leo
Xact Software - consultants and developers
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Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Duplication of recurring calendar entries in Outlook & ACT after clearing in ACT

An item in ACT! (contacts, company, activity, history, notes, etc) ... all have GUIDs (Global Unique IDs) ... they use the same ID when sync'd (even with Handheld Contact) for the life that the item is anywhere in the database (irrespective of location)

Items (emails, contacts and activities) will have different ItemIDs in Outlook, Exchange and elsewhere - they are not global

The will chance if there is a profile change or an item is moved in location or folder - they are not persistent

But this is not just ACT! ... most products that try to sync with Outlook/Exchange will run into these issues unless they build a lot of code into Outlook/Exchange to track the changes between syncs and attempt to resolve them. Another option is to create a field for you're own UID, but there's no way to lock that down

Because of how it happens, many sites can experience no issues for long periods of time, then a single change can create new itemIDs through the data, causing anything that sync's with it to lose or duplicate the records. Sadly, people only look at what recently changed when they notice it rather than realise it's an inherent problem